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Alumni IT Transition Guide

Casey Fowler
  • Updated

ICOM Alumni 
Your Technology Transition Guide

Everything you need to know about preserving your data and transitioning your devices

Contents

Key Facts

  • 45 days after commencement, your ICOM Google account and all associated data (Drive, Gmail, Docs, Sheets, etc.) will be permanently deleted.

  • Your iPad must be erased to complete the ownership transfer from ICOM to you. You cannot restore from an iCloud or iTunes backup afterward.

  • Emails to your student address will still reach you. We automatically forward messages to your new alumni address (username@alumni.icom.edu). No setup required.

 

Timeline at a Glance

Commencement is May 1, 2026. Plan ahead; some of these steps take time, and data exports can take several days to process.

When What to Do
Now through the end of March Start backing up your Google data using Takeout or Transfer (see instructions below).
Back up iPad files (Notability notes, documents) to Google Drive or personal storage.
Enable iCloud Photos if you want to preserve photos from your iPad.
Update any subscriptions or services tied to your ICOM email address.
Early to Mid-April Finish any remaining Google data exports. Do not wait until the last minute.

iPad release requests open. Email help@icom.edu to let us know when you are ready.
April 28 Automatic Release: Any iPads not already processed during the early April window are released from management today. If you waited for this automatic release, you may erase your iPad now.
April 28–30 IT is available to help with erasing and setting up your iPad if needed.
May 1-14 (Commencement) Your alumni email account is created and forwarding begins automatically.
You will receive a separate email, to your student account, with your alumni account details and temporary password.
June 15 (45 Days After) Your ICOM student Google account is permanently deleted. This includes Drive, Gmail, Docs, Sheets, and all other Google services. Any data not previously saved will be lost.

Saving Your Google Data

You have three options for preserving your Google data. The right choice depends on what you need.

Method Best For What It Does Limitations
Google Transfer Moving email and/or Drive to another Google account Copies all email and/or all Drive content to a personal Gmail account All-or-nothing (no sub-selection). Can take up to a week. Google accounts only.
Google Takeout Downloading specific files or exporting to Dropbox, OneDrive, or Box Exports your data as downloadable files or sends to third-party cloud storage Does not preserve sharing permissions. Can take days to process.
Manual Download Saving just a few specific files or folders Download files directly from drive.google.com to your computer or iPad Time-consuming for large amounts of data. Not practical for email.

Our Recommendation

For most graduates, Google Transfer is the easiest option if you have a personal Gmail account with enough storage. It copies your email and Drive content in one step. If you use Dropbox, OneDrive, or Box, use Google Takeout instead.

For detailed step-by-step instructions, see: Step-by-Step: Exporting Your Google Data

Your iPad

Your iPad is currently managed by ICOM through our device management system. To transfer full ownership to you, we need to remove that management. This requires erasing the device, so planning ahead is important.

Do NOT erase your iPad until instructed by IT.

Erasing your iPad before it has been released from management will cause complications. Wait until April 28 or until IT has confirmed your device has been released.

 

Before Your iPad is Released

  • Save your files to external or cloud storage. We recommend your personal Google Drive or another cloud service with enough space.
  • Back up Notability data. Export notes to PDF or another format and save them to cloud storage. Notability will revert from Premium to Starter once your iPad is unmanaged.
  • Enable iCloud Photos if you want to preserve photos stored on the device.
  • Know your Apple ID password. You will need to sign out during the erase process. Reset a forgotten password at iforgot.apple.com before you plan on erasing your device.
  • Check your Apple ID email. If your Apple ID uses your ICOM email address, change it before your student account is disabled. Visit appleid.apple.com to update it.

 

After Your iPad is Released

Wait until April 28 or after IT has confirmed your release before performing these steps.

  1. Sign out of your Apple ID. Go to Settings, tap your name at the top, then tap Sign Out.
  2. Erase all content and settings. Go to Settings > General > Transfer or Reset iPad > Erase All Content and Settings.
  3. Set up your device fresh. Sign in with your personal Apple ID and download your content. Do NOT restore from an iCloud or iTunes backup, as this will re-apply the old management profile.

Your Alumni Email

After graduation, ICOM will create an alumni email address for you using the same username you have now, with the @alumni.icom.edu domain. For example, if your student email is jdoe@s.icom.edu, your alumni address will be jdoe@alumni.icom.edu.

Any messages sent to your former student email will automatically forward to this alumni address. There is nothing you need to do to set this up. You will receive a separate email during commencement week with your login credentials.

Important Note About Alumni Accounts

Alumni email accounts are email-only. They do not include access to Google Drive, Docs, Sheets, or any other Google services. If you want to keep your Drive files, you must export them before your student account is deleted.

Other Things to Consider

  • Subscriptions and services: Review any accounts or subscriptions you created with your ICOM email address. Update them to a personal email to avoid losing access.
  • Shared files: Google Takeout and manual downloads only include files you own. If there are shared files you need, make a copy to your own Drive before exporting.
  • Storage space: Before starting any transfer or export, verify you have enough space in the destination account. Transfers will fail if there is not enough room. Check your usage at drive.google.com/drive/u/0/quota.

Pre-Graduation Checklist

Use this checklist to make sure you have covered everything before commencement.

  • Backed up Google Drive files using Transfer, Takeout, or manual download
  • Exported or archived important emails
  • Saved Notability notes to external storage
  • Enabled iCloud Photos (if needed)
  • Confirmed Apple ID password works
  • Changed Apple ID email if it uses ICOM address
  • Updated subscriptions/services tied to ICOM email
  • Scheduled iPad release appointment with IT
  • Erased iPad after IT confirmation (do not restore from backup)

Frequently Asked Questions

When exactly does my ICOM account get deleted?

Approximately 45 days after commencement (around June 15, 2026). You will receive reminders as the deadline approaches.

What happens to emails sent to my student address?

They will be forwarded to your new alumni email address (username@alumni.icom.edu) automatically. No action is needed on your part.

Which data export method should I use?

If you have a personal Gmail account, Google Transfer is the simplest option for email and Drive. If you prefer Dropbox, OneDrive, or Box, use Google Takeout. For just a handful of files, manual download works fine.

Can I restore my iPad from a backup after erasing it?

No. Restoring from an iCloud or iTunes backup will re-apply the old management profile. Set up your iPad as a new device and download your content fresh.

What about my Notability notes?

Export your notes before the iPad is erased. Once the device is unmanaged, your Notability license will revert from Premium to Starter, which may limit some features.

What if my Apple ID uses my ICOM email?

You will need to change the email associated with your Apple ID before your ICOM account is disabled. Visit appleid.apple.com to update your account information.

I need help. Who do I contact?

Email help@icom.edu or call 208-795-4306.

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